Bed linen and towels can be requested for an addition fee. Cost varies depending on the services being requested by the sponsoring department. Bed linen will only be changed once a week, but towels may be exchanged daily, twice weekly, or once a week. Guests will be provided with a linen packet upon arrival which contains bed sheets, a pillow and pillow case, a blanket, a bath towel, a hand towel, a wash cloth, and a bar of soap. If linen service is not requested, free laundry facilities are available to guests in or near all of our facilities.
Billing Account Numbers
Sponsoring departments for each camp/conference must provide us with a 13-digit AR or IDT account number. Refer to the Texas A&M University’s Standard Administrative Procedure 24.01.06.M0.01: Camps and Program for Minors: Section 4: Payments for a detailed outline of the payment process.
If housing is cancelled less than thirty (30) day prior to the starting date, the sponsoring organization will be charged 50% of the rate for one night’s lodging for the total number of beds reserved.
Late Fees & Penalty Fees
We strongly recommend establishing a deadline date for your guests to register for your conference, as well as a late registration fee. We recommend that your registration deadlines end two (2) weeks prior to when your conference or camp begins.
We will be sending you a room assignment roster two (2) weeks prior to your conference, and will require that you send the completed roster back to us five (5) working days before your conference begins. Penalty Fees have been set up by us for late additions or deletions to the roster.
Late Room Additions
If, within seventy-two (72) hours of the conference start date, the sponsor requests five (5) or more additional rooms, the conference or camp will be billed an additional surcharge of $35.00 for each additional room. This cost is to cover additional work by staff for extra time and labor that is involved.
Reduction of Guest Numbers
If the number of guests reduces by more than 50% fourteen (14) days or less prior to the start of the event, the sponsoring organization will be charged 50% of the rate of one night’s lodging for the total number of beds reduced from the room block that is being held.
We require conferences/camps of 200 or more to hire security to monitor guests and residence halls. Contact the University Police Department.
Youth & Minor Camps
Youth and Enrichment Camps consist of minors (under 18-years of age). Camps must provide a minimum of one adult counselor for ever fifteen campers. See Camps & Programs for Minors for the formal approval process for all camps involving minors. The Camp and Programs for Minors review and approval process is guided by Texas A&M University Rule for Campus Programs for Minors (24.01.06.M1). Please review all of this information for more in-depth definitions of camps and enrichment programs, and for an explanation of the approval process and required documentation.
Youth Camps are set up for children and teens to enhance or educate their skills and provide them with an opportunity to meet other children and see other places.
Enrichment programs are relatively short courses based around a single educational topic. Each session usually lasts no more than a few weeks or a month.